CaseCompass Intake Training Manual

Creating Case Files from Intake Forms

Table of Contents

  1. Overview
  2. System Architecture
  3. User Workflow
  4. Dashboard Navigation
  5. Processing Intake Submissions
  6. Case File Creation Process
  7. Form Field Mapping
  8. Troubleshooting
  9. Best Practices
  10. Appendices

Overview

The CaseCompass Intake system allows users to receive, review, and convert intake form submissions into case files within the CaseCompass platform. This manual provides comprehensive guidance for CaseCompass users on how to effectively use the Intake system to create case files.

Key Features

  • Automated Data Population: Intake form data automatically populates case file fields
  • Multi-Status Management: Track submissions through pending, accepted, and rejected states
  • Comprehensive Data Capture: Support for patient, legal, insurance, and claim information
  • Seamless Integration: Direct integration with CaseCompass case management system

System Architecture

Components Overview

  1. Intake Forms: Public-facing forms that collect case information
  2. Dashboard: Administrative interface for reviewing submissions
  3. Case File Form: Conversion tool that transforms intake data into case files
  4. CaseCompass Integration: Direct API connection to create patient and case records

User Workflow

Step-by-Step Process

1. Access the Dashboard

  • Navigate to the CaseCompass dashboard
  • Log in with your CaseCompass credentials
  • Click the "Intake" button in the navigation bar
  • The dashboard will display all intake submissions organized by status

2. Review Intake Submissions

  • Submissions are categorized into three tabs:
    • Pending: New submissions awaiting review
    • Accepted: Submissions converted to case files
    • Rejected: Submissions declined for case creation

3. Select and Review Submission

  • Click on any submission in the list to view detailed information
  • Review all sections of the intake data
  • Verify completeness and accuracy of information

4. Make Decision

  • Accept: Convert the submission to a case file
  • Reject: Decline the submission (no case file created)

5. Create Case File (if accepting)

  • Fill in the case file form with pre-populated data
  • Complete any missing required fields
  • Submit to create the case file in CaseCompass

Dashboard Navigation

Main Interface Layout

Left Panel - Intake List

  • Search Bar: Filter submissions by contact name or other criteria

  • Status Tabs:

    • Pending (new submissions)
    • Accepted (processed submissions)
    • Rejected (declined submissions)

  • Submission Cards: Display contact name and submission date

Right Panel - Intake Details

  • Header Section: Primary contact information and status
  • Detailed Information: Organized by sections:
    • Contact Information
    • Law Firm Information
    • Provider Information
    • Patient Information
    • Case Information
    • Claim Details
    • Insurance Information
    • Legal Representation
    • Assistance
    • Medical Information
    • Additional Information (essays/notes)

Action Buttons

  • Accept Button: Opens case file creation form
  • Reject Button: Marks submission as rejected
  • Edit Button: Navigate to detailed edit view

Processing Intake Submissions

Reviewing Submissions

1. Prioritization

  • Review submissions in chronological order (newest first)
  • Check for complete vs. incomplete submissions
  • Identify urgent cases based on statute of limitations dates

2. Information Verification

Check each section for:

  • Completeness: All required fields populated
  • Accuracy: Information appears correct and consistent
  • Clarity: Additional information is clear and relevant

3. Decision Criteria (Recommendations)

Accept if:

  • All required information is present
  • Case appears viable for representation
  • Information is accurate and complete

Reject if:

  • Critical information is missing
  • Case doesn't meet firm criteria
  • Duplicate submission
  • Information appears fraudulent

Status Management

Pending Status

  • Default status for new submissions
  • Submissions await review and decision
  • Can be moved to accepted or rejected

Accepted Status

  • Submission has been converted to a case file
  • Case file ID is generated and linked
  • Original submission preserved for reference

Rejected Status

  • Submission declined for case creation
  • No case file created
  • Submission archived but preserved

Case File Creation Process

Opening the Case File Form

  1. Select Submission: Click on a pending submission
  2. Review Information: Verify all details in the right panel
  3. Click Accept: Opens the case file creation dialog
  4. Form Pre-Population: Intake data automatically fills relevant fields

Case File Form Sections

Patient Information Section

Required Fields:

  • First Name*
  • Last Name*
  • Phone Number*
  • Address 1*

Optional Fields:

  • Email
  • Gender
  • Date of Birth
  • Language
  • Address 2, City, County, State, ZIP
  • Patient is a minor (checkbox)

Required Fields:

  • Law Firm* (searchable dropdown)

Optional Fields:

  • Attorney (filtered by selected law firm)
  • Law Firm Contact (filtered by selected law firm)
  • Law Firm File Number
  • Date of Loss

Case Information Section

Required Fields:

  • Case Manager* (searchable dropdown)

Optional Fields:

  • File Opened Date
  • Responsible Party
  • Initial Time Frame (dropdown)
  • Referring Physician
  • File Secured By (searchable dropdown)
  • Statute of Limitations (auto-calculated)

Checkboxes:

  • In Treatment?
  • Exclude from Balance Due
  • Surgical?

Data Mapping and Auto-Population

Manual Field Completion

Users must manually complete:

  • Case Manager: Select from available case managers
  • Law Firm: Verify auto-matched selection
  • Attorney: Select from law firm contacts
  • Law Firm Contact: Select from law firm contacts
  • File Secured By: Select user who secured the file

Form Validation

Required Field Validation

The system enforces required fields:

  • First Name
  • Last Name
  • Phone Number
  • Address
  • Law Firm
  • Case Manager

Data Validation

  • Phone numbers: Must be valid 10-digit format
  • Email addresses: Must be valid email format
  • Dates: Must be valid date format
  • Dropdowns: Must select from available options

Submission Process

  1. Complete Form: Fill all required fields
  2. Validate Data: System checks for errors
  3. Submit: Click "Submit Case File" button
  4. Processing: System creates patient, address, phone, and case file records
  5. Confirmation: Success message displays
  6. Update Status: Intake submission marked as "accepted"
  7. Link Creation: Case file ID linked to original submission

Troubleshooting

Common Issues and Solutions

1. Form Won't Submit

Symptoms:

  • Submit button doesn't work
  • Error message about required fields
  • Form validation errors

Solutions:

  • Check all required fields (marked with red asterisk)
  • Verify law firm is selected before choosing attorney
  • Ensure phone number is in correct format
  • Confirm email address format is valid

2. Law Firm Not Found

Symptoms:

  • Law firm from intake doesn't appear in dropdown
  • Cannot select attorney or contact

Solutions:

  • Search for law firm using different keywords
  • Check if law firm exists in CaseCompass system
  • Contact system administrator to add law firm

3. Auto-Population Not Working

Symptoms:

  • Fields appear empty despite intake data
  • Incorrect data in pre-populated fields

Solutions:

  • Refresh the page and try again
  • Check intake submission for data quality
  • Manually enter missing information
  • Verify field mapping is correct

4. Case Manager Not Available

Symptoms:

  • No case managers in dropdown
  • Desired case manager not listed

Solutions:

  • Check user permissions and roles
  • Verify case manager is active in system
  • Contact administrator to add case manager

5. Submission Processing Errors

Symptoms:

  • Error message after clicking submit
  • Form appears to hang during submission
  • Success message doesn't appear

Solutions:

  • Check network connection
  • Verify all required fields are completed
  • Try submitting again after a few minutes
  • Contact technical support if error persists

Error Messages and Meanings

Error Message Meaning Solution
"Please fill in all required fields" Missing required information Complete all fields marked with *
"Please enter a valid phone number" Phone format incorrect Use (555) 123-4567 format
"Please enter a valid email address" Email format incorrect Use user@domain.com format
"Please select a law firm first" Attorney/contact requires law firm Select law firm before attorney
"Failed to submit case file" Server error during submission Try again or contact support

Best Practices

Review Process

  1. Systematic Review: Check each section methodically
  2. Cross-Reference: Verify consistency across related fields
  3. Documentation: Note any discrepancies or concerns
  4. Timeliness: Process submissions promptly to avoid delays

Data Quality

  1. Accuracy: Verify critical information like names, dates, and contact details
  2. Completeness: Ensure all required information is present
  3. Consistency: Check that information aligns across sections
  4. Clarity: Resolve any ambiguous information before processing

Case File Creation

  1. Required Fields: Always complete all required fields
  2. Law Firm Matching: Carefully match intake law firm to system records
  3. Case Manager Assignment: Assign appropriate case manager based on case type
  4. File Security: Properly assign file secured by field
  5. Date Verification: Confirm dates are accurate and realistic

Status Management

  1. Pending Review: Process pending submissions regularly
  2. Clear Decisions: Make accept/reject decisions promptly
  3. Documentation: Note reasons for rejection when applicable
  4. Follow-up: Monitor accepted cases for proper case file creation

Appendices

Appendix A: Field Definitions

Patient Information Fields

  • First Name: Patient's legal first name
  • Last Name: Patient's legal last name
  • Phone Number: Primary contact number in (555) 123-4567 format
  • Email: Primary email address for communication
  • Gender: Patient's gender identity
  • Date of Birth: Patient's birth date (MM/DD/YYYY)
  • Language: Primary language for communication
  • Address Fields: Complete mailing address information
  • Is Minor: Indicates if patient is under 18 years old
  • Law Firm: Referring law firm from dropdown list
  • Attorney: Specific attorney at the law firm
  • Law Firm Contact: Primary contact person at law firm
  • Law Firm File Number: Internal reference number from law firm
  • Date of Loss: Date when incident/injury occurred

Case Information Fields

  • File Opened: Date case file was created
  • Case Manager: Assigned case manager from staff list
  • Responsible Party: Person/entity responsible for incident
  • Initial Time Frame: Expected case duration
  • Referring Physician: Doctor who referred the case
  • File Secured By: Staff member who secured the case
  • Statute of Limitations: Legal deadline for filing claim
  • In Treatment: Whether patient is currently receiving treatment
  • Surgical: Whether case involves surgical procedures
  • Exclude from Balance Due: Special billing consideration

Appendix B: Status Definitions

Intake Statuses

  • Pending: New submission awaiting review
  • Accepted: Submission approved and case file created
  • Rejected: Submission declined, no case file created

Appendix C: Dropdown Options

Initial Time Frame Options

  • 0 - 3 Months
  • 4 - 6 Months
  • 7 - 9 Months
  • 10 - 12 Months
  • +1 Year
  • +2 Years

Gender Options

  • Male
  • Female
  • Non-Binary
  • Transgender

Language Options

  • Bilingual - English/Spanish
  • English
  • Spanish
  • French
  • German
  • Russian
  • Other

Appendix D: Security and Permissions

Data Protection

  • All communications use secure HTTPS connections
  • Access requires authentication and is role-based
  • Patient data is handled according to security best practices
  • HIPAA compliance measures are implemented throughout the system

Need Help?

If you encounter issues not covered in this guide:

  1. Contact CaseCompass support via support@casecompass.com
  2. Provide specific error messages
  3. Include screenshots if helpful

Last Updated: December 2025